Productivity Coach Beginner’s Guide: How to Work Comfortably and Sustainably

Are you looking for a clear productivity coach beginner’s guide to help you work more efficiently?

A productivity coach is a professional who helps you work more effectively in your business, career, and personal life. They teach you how to manage your time, energy, and attention through aligned habits, clear strategies, and mindset shifts.

As a productivity expert with over 15 years of experience in the industry, I think there’s benefit in getting information from a real-life productivity expert, and not generic tips from the internet.

In this productivity coach beginner’s guide, you’ll learn what a productivity coach is, how coaching works, and who it’s for.

You’ll also get simple daily practices, guidance on choosing a coach, and practical steps you can take right now.

Before we get started, if you want a simple daily structure to help you prioritize your work, my free Productivity Mindset Planner™ is a good place to start.

Key Takeaways

Table of Contents

What is a productivity coach?

A productivity coach is a professional who helps you work more effectively in your business, career, and personal life. They teach you how to manage your time, energy, and attention through aligned habits, clear strategies, and mindset shifts.

A productivity coach is a professional who helps entrepreneurs, business owners, executives, and professionals improve how they think about and approach their work, addressing mindset, systems, and habits to create sustainable, long-term results.

— Rashelle Isip, The Order Expert®

How can working with a productivity coach help you?

Working with a productivity coach offers a wealth of benefits that go beyond checking off to-dos.

You can use a productivity coach to help you:

• Lighten your workload by effectively delegating tasks and to-dos
• Save time and energy by eliminating wasteful activities from your day
• Work in sync with assistants, staff, employees, and team members
• Communicate clearly and effectively with others on projects and tasks
• Maximize personal work strengths, preferences, and talents to your advantage
• Learn new productivity tools, tips, techniques, methods, approaches, and skills
• Maintain healthier work-life balance through better scheduling boundaries
• Develop a stronger productivity mindset so you can work comfortably and sustainably

Above all, a productivity coach helps you create a thoughtful and intentional way of working that supports your professional and personal well-being.

What can productivity coaches help you with?

Productivity coaches can help you address a variety of work-life balance topics in your business and personal life.

Broadly speaking, they can help you with your productivity mindset, productivity tools, and productivity techniques.

Let’s take a look at each of these items in a little more detail.

Your productivity mindset

In my work as a productivity expert, I believe that what you think about productivity influences how you work.

For instance, let’s say you think you must work long hours in your business on weekdays. If so, you’ll work long hours. If you think you must attend to a non-urgent client request, you’ll address it right now.

For me, how you approach your work is important, if not more important, than productivity tactics, tools, and tips. And until you address your mindset, the tactics you select just won’t work.

That’s why I think addressing your productivity mindset can be such a powerful tool in your productivity toolbox.

When you create a positive mindset for yourself, your relationship to your work and how you go about the work, can ultimately change for the better.

Productivity challenges often start in the mind, not the to-do list. My free, one-page planner, the Productivity Mindset Planner™ helps you slow down, get grounded, and start your day with clarity instead of pressure.

Using productivity tools

Choosing the right productivity tools can be a big help to you in your business and work. And that’s only if you know how and where to look!

Like any other tool, productivity tools work best when you clearly define your problem and identify the type of solution you seek.

For example, digital productivity tools can range from productivity apps like to-do-list trackers, habit formers, online schedulers, online calendars, customer relationship management software, project management and financial systems.

Likewise, other physical tools include smart watches, smart phones, tablets, laptops, and desktops.

Analog productivity tools do not require electricity or devices in order to run.

Analog tools many include items like paper planners, calendar printables, wall calendars, wall charts, wall clocks, hourglasses, trackers, checklists, paper to-do lists, wristwatches, and notebooks.

Leveraging productivity techniques

Productivity techniques are methods of performing one’s work at any particular time. These can include tips, tricks, methods, and approaches for completing one’s work.

Some other examples of productivity techniques include time boxing, delegation, decision matrixes, task batching, focused work, and working with your natural preferences and habits.

While there are countless productivity techniques, what matters most is that you find techniques you’ll enjoy and will actually use in your work.

10 life-changing benefits of working with a productivity coach

Working with a productivity coach can be a transformative experience. It can positively impact your professional and personal life in ways you haven’t yet considered!

You don’t have to go it alone when it comes to overcoming hesitation about productivity coaching. Here are what I consider to be ten life-changing benefits of working with a productivity coach.

Gain clarity on your priorities

What are your top five priorities in your business and personal life right now? If you struggled to come up with an answer amongst work deadlines, family commitments, and daily personal responsibilities, then you need some clarity.

A productivity coach can help you take an objective look at the different areas of your life. You can identify what truly matters to you right, here, right now. You can then make intentional choices as to where to invest your time, energy, and attention.

Clear priorities make it easier to delegate and say no to tasks that don’t serve your goals. Broadly speaking, it can help you make meaningful progress in your work.

That also leaves more time for what you truly value, whether it’s a family dinner at 6pm on a Tuesday or quiet journaling time for yourself on Saturday morning.

Create personalized systems

With so many different productivity tools, resources, and approaches available today, the key isn’t about finding the “perfect” system. Rather, it’s finding the system that works well for you.

It’s important to understand that productivity tools are used to solve specific problems. The challenge lies in identifying your specific needs before you choose a tool. For instance, are you trying to reduce overwhelm or better manage your time?

Working with a productivity coach can help you narrow down your natural work preferences. You can then use this information to create a unique system that effectively supports your habits and goals.

Some people thrive using analog tools like paper planners and notebooks. Others prefer digital apps and calendars. Many land somewhere in between. The good news is there’s no single right solution, only the right fit for you.

Regular accountability

Do you find it difficult to finish your weekly to-do lists? Do you procrastinate until the very last minute to write a client status report? If so, a productivity coach can provide you with ongoing accountability for your work.

Regular 1:1 sessions with a productivity coach can help you stay motivated and positive towards your goals. You can discuss your challenges and receive guidance on how to proceed in your work.

It’s also worth noting that some coaches may offer direct support throughout the work week. That means you may be able to contact them when you need to via email, Voxer, Slack, text message, or phone.

What’s more, knowing there’s someone who is dedicated to your success can be truly reassuring. That can come in handy for those moments when you’re tempted to procrastinate on reviewing that bookkeeping or delegate tasks to your assistant.

Reduce burnout and stress

Consistently working 24/7 can lead to exhaustion, stress, and burnout. Thankfully, a productivity coach can help you restore balance and prevent burnout before it takes hold.

For starters, you’ll learn to recognize the early signs of burnout. And you’ll learn to understand what your schedule can realistically support. This awareness allows you to make more informed choices about how you ultimately spent your time and energy.

You’ll also develop practical skills, such as setting boundaries, saying no, or delegating tasks, that reduce unnecessary burden on your mind and body. Over time, this helps you create a healthier and more sustainable approach to your workday and overall wellbeing.

Improve time management

If you frequently miss deadlines or feel rushed to complete client work, then strengthening your time management skills can make a big difference. There’s more to time management than simply scheduling appointments or wearing a watch!

Instead, it’s about understanding how you interact with time and knowing how to maneuver within the passage of time. That includes things like planning ahead, creating a realistic schedule for yourself, and understanding how long tasks take.

You can address common challenges such as procrastination, lateness, or prioritization with your coach. You’ll also learn how to make clearer decisions about what needs to happen first, second, third, and more in your day, week, and month.

Improving your skills helps create healthier work-life boundaries for yourself. When you gain a better sense of time commitments with clients, colleagues, and vendors, you can better protect your time and energy in your personal life.

Increase your focus

Improving your focus begins with truly understanding what pulls your attention away. A heavy workload, ongoing interruptions, constant distractions, and unexpected requests can throw you off your productivity game in a heartbeat.

A productivity coach can help you identify which factors are within your direct control and which aren’t. What’s more, they can help you to reduce or minimize distractions and revaluate your workflow when your work doesn’t go to as planned.

As your focus improves, you may notice you’re able to work more efficiently, produce higher-quality results, and make fewer mistakes. And you may feel more in control of your work because you’re able to focus your attention on what truly matters.

You may not have considered it before, but learning how to focus is extremely valuable if your time and energy are limited. In doing so, you’ll be more likely to produce steady, consistent work, even during busy work seasons or complicated client assignments.

Boost in confidence and motivation

I think one of the most unexpected benefits of working with a productivity coach is an improvement in one’s self-confidence levels. Addressing your productivity levels can be an eye-opening and worthwhile self-development project!

There have been many times in my work where I see clients struggle using a particular productivity tool or tip. But the issue often lies not in the tool itself, but rather in how confident they feel in using it. That’s a bit of a surprising twist, isn’t it?

So, when we work together, we dig down and get to the root of their challenges. Many times they’re incorrectly using a tool, forcing themselves to use a tool they dislike, or don’t believe they’re able to do their work the way they want to do their work.

Knowing you can handle any productivity issue, challenge, or situation that may come your way can be incredibly freeing. And with this confidence in place, you’ll make more aligned decisions that come from a place of clarity, practicality, and purpose.

Have more free time outside of work

Want to know one of the best things about working more efficiently and effectively? You’ll have more time for rest and relaxation. Do you want to go running, play pickleball, or learn the tango? How about going to the movies, joining a bookclub, or taking more vacations?

This is all possible when you learn how to work smarter. You’re not wasting time on repetitive tasks or searching for items. You’re learning how to create organized systems. For instance, creating a simple checklist, template, or guide, can save you from stressful situations.

What’s more, with all that newfound leisure time, you may find you’re more productive. Allowing your mind and body to rest allows you to bring your best self to your business. So, maybe you’ll want to now take that vacation you’ve been putting off for the last several months?

Better decision making skills

Strong decision-making and prioritization skills are essential in today’s fast-paced world. A productivity coach can help you build the clarity and confidence you need to make thoughtful choices in your business, career, and daily life.

It’s a bit ironic, but many people struggle not with the work itself. Rather, they struggle with deciding what to do first.

Once you understand you’re always going to be prioritizing tasks, there’s less pressure to get it “right.” You can make decisions with confidence and learn from your experiences.

Your decision-making skills will improve over time. You’ll complete tasks more efficiently. You’ll also recognize when your choices drain your time or sap your energy. And you’ll notice key patterns, refine your approach, and make better decisions.

Build sustainable long-term habits

Lastly, building sustainable habits is the foundation of long-term success. It may seem obvious, but these habits are often simple and doable. It’s as easy as making a daily schedule and eating regular meals. And not to mention taking breaks and getting enough sleep at night!

These basic habits create the structure needed to maintain energy and stamina. They can also be used in different areas of your life. For example, client meeting time management skills can be applied to your time as chair for a local community group.

When you build sustainable habits, you’re creating a stable routine you can rely on. And in my book, this approach is a much more comfortable and joyous way of working.

Who needs a productivity coach?

Anyone who struggles with task management, procrastination, prioritization, delegation, or staying organized can benefit from productivity coaching. In my experience, here are some common groups of people who seek support.

Productivity coaching for entrepreneurs

Entrepreneurship is exciting and rewarding. But it can also lead to wasted energy, directionless multitasking, and long, unfocused days.

A productivity coach can help entrepreneurs:

• Build systems to support daily operations
• Improve time management and project planning
• Balance personal life with business growth
• Reduce overwhelm and decision fatigue

Coaching helps you create structure without losing the freedom and creativity that drew you to entrepreneurship in the first place.

Productivity coaching for small business owners

Small business owners juggle team management, customer needs, scheduling, operations, and their own workload…all at once.

A productivity coach can help you:

• Delegate confidently
• Establish routines for communication and workflow
• Improve staff productivity
• Manage your calendar with calm and clarity

The right support helps you shift from reactive to proactive leadership.

Productivity coaching for executives

Executives face unique pressures in their role. From leading teams, managing messaging, navigating industry changes, and maintaining visibility, there’s lots to do on any day of the week.

A productivity coach can help you:

• Manage your schedule more strategically
• Set healthier boundaries
• Lead with confidence and clarity
• Reduce burnout and regain mental space

When your mind is calm and organized, you make better decisions. And you can better lead your team with intention.

Productivity coaching for busy professionals

Busy professionals must balance daily responsibilities while moving their career forward.

Coaching helps you:

• Prioritize competing deadlines
• Delegate tasks effectively
• Plan projects with less stress
• Improve day-to-day focus

Productivity coaching gives you tools to navigate the demands of today’s 24/7 world with confidence.

What a productivity coach helps you achieve

What do productivity coaches actually do? Working with a productivity coach goes beyond checking off tasks.

Here’s what you can expect to accomplish through coaching:

Core improvements

• Reduced stress, frustration, and overwhelm
• Improved task and priority management
• Less distraction and better focus
• Better control over your calendar
• Stronger work-life boundaries
• More mental clarity and decision-making ease

Long-term benefits

• A smoother, more structured workday
• Systems that support growth and flexibility
• A practical and ever accessible skillset
• More confidence in your professional abilities
• More energy for friends, family, and life outside work

A productivity coach helps you build a strong foundation that you can rely on for months and years to come.

To get started on your journey, book a 30-min Strategy Session with me today.

Is working with a productivity coach only about work?

The short answer is no. Working with a productivity coach means you’ll explore many different aspects of your life. This may include your business, professional life, and some aspects of your personal life.

Productivity doesn’t exist in a vacuum. Everything you do in your daily life, from when you go to sleep at night, to whether you take meal breaks at work, affects your productivity performance levels.

As a productivity expert, it’s my job to help clients understand how daily habits influence their ability to get things done. We also explore how their existing productivity approach may be unintentionally sabotaging their overall work flow.

How productivity coaching works step-by-step

If you’ve ever wondered, “How does productivity coaching actually work?,” here’s my exact yet simplified framework that I use for personalized online productivity coaching.

Step 1: Initial strategy session

This first meeting or strategy session is where I learn about your challenges, goals, responsibilities, and areas of frustration. You’ll share what’s currently not working, and we’ll identify your top priorities.

I’ll also explain my approach and answer any questions you may have about the coaching process. Above all, it’s a chance for us to meet and see whether we’re a good fit for one another.

Step 2: Assessment of work style and mindset

Once you’ve joined my coaching program, our first session focuses on understanding how you work in your business or professional role. We’ll explore:

• Your overall workflow and tasks
• Your current productivity mindset
• What’s working and what isn’t in your work
• Any existing patterns or habits that may be slowing you down

This assessment helps us create a high-level view of your professional and personal life. It also sets the stage for future growth and progress throughout the coaching process.

Step 3: Creating clear, personalized goals

Next, we identify your top productivity goals based on the length of your coaching program, be it three, six months, or longer.

Many times I find that people’s goals are interconnected.For example:

• Not delegating tasks to others often leads to overwhelm and overwork
• Overwhelm leads to difficulty relaxing and resting at home or on vacation
• And difficulty relaxing impacts your overall ability to focus on work

By creating a clear set of goals, we can build productivity coaching plans and structure our time together in a way that’s both meaningful and effective.

What’s more, goal setting with a productivity coach can help provide you with more clarity than you might otherwise have on your own.

Step 4: Designing custom routines and systems

After that, we begin making small, intentional improvements to your mindset, habits, routines, and systems. It’s important to note this is an iterative process that takes time.

Together, we’ll:

• Gently introduce new ways of thinking, being, and acting in your work
• Test them in real-world situations in your business and personal life
• Make tailored adjustments based on your work preferences
• Continue to refine systems for both your comfort and overall sustainability

Small changes create big results when they’re aligned with how you naturally work.

Step 5: Accountability and ongoing mindset guidance

Consistency is what transforms productivity skills into lasting habits. During coaching, you’ll receive:

• Regular 1:1 sessions every two weeks
• Guidance on improving your productivity mindset
• Support when things feel overwhelming
• Encouragement when you’re making progress
• Direct email access (in select programs) for questions or clarity

What’s more, simply knowing you have someone you can turn to for help and assistance can be quite reassuring!

When should you consider working with a productivity coach?

You may want to consider working with a productivity coach if you’re experiencing any of the following challenges:

• Overwhelmed by constant busyness, to-dos, and tasks. You’re working hard, but not making real progress
• Tired of trying every app, planner, or system. Nothing seems to work for you, even if it’s worked for others
• Struggling balancing business growth and personal well-being. Your health and relationships are silently suffering
• Missing deadlines and constantly feeling behind. Every day feels like it’s a frantic and rushed day of catch-up
• Scattered and unfocused thoughts. You begin a task, jump to another, and rarely finish what you begin
• Ready to scale, but don’t know how. Old systems aren’t conducive to supporting your future growth and change
• Saying “yes” to everything and feel stretched thin. You need help establishing clear boundaries in your schedule
• Seeking accountability in reaching your goals. You want someone help you stay focused on what matters
• Experiencing burnout or decision fatigue. Even simple daily choices feel incredibly draining and overwhelming
• Craving structure, clarity, and calm. Life feels chaotic and you want to feel calm, confident, and in control

Working with a productivity coach means you’re ready to invest in your future, both professionally and personally.

It means you’re willing to take a good hard look at yourself and how you work. You’re invested in improving how you physically and mentally show up for doing your work.

It’s important to understand that productivity coaching is not a quick fix. And it’s not a one-time event that instantly turns you into a productivity powerhouse. Rather, it’s an ongoing hands-on process that’s tailored to your growth and goals.

Essential mindset shifts for better productivity

Your productivity begins with your mindset, and not tools. Before choosing new systems or apps, you must understand how you think about your work.

Here are the core mindset shifts that help you create sustainable results.

Why mindset comes before strategy

Your mindset influences every decision you make. When you shift your thinking, you automatically shift your behavior.

As the quote goes:

“Whether you think you can, or whether you think you can’t—you’re right.”
—Henry Ford

With the right mindset, the tools you choose finally work for you, not against you.

Replace “I need to do more” with “I need clarity”

When you’re clear on your priorities, you naturally get more done. Productivity isn’t about squeezing more tasks into your day. Rather, it’s about choosing the tasks that matter most.

Shift from perfectionism to progress

Perfectionism stalls results. Progress builds momentum. Sustainable productivity comes from flexibility, experimentation, and growth, and not rigid or outlandish standards.

Think in terms of capacity, not availability

Just because you can take on a task doesn’t mean you should. Respecting your work capacity helps you set boundaries and maintain balance in your work and personal life.

Create internal calm before adding external tools

Your work habits change when your mindset changes. Instead of working from a place of tension or urgency, you learn to operate from calm, clarity, and confidence. Only then do tools or systems become truly effective.

Simple daily practices to boost productivity

Ready to give your productivity levels a boost? Here are five practical daily habits you can incorporate right away.

5-minute morning clarity check-in

Take a quiet moment to identify your intentions for the day. Ask yourself:

• What matters most today?
• What do I want to feel?
• What must be completed?

Clarity shapes not only your entire workday, but how you’ll go about your work overall.

Identify your top three tasks for the day

Choose the top three (not five and not ten) tasks that will move your goals forward. These should be meaningful tasks, and not random or trivial ones.

Weekly review and reset ritual

Once a week, take 10–15 minutes to review what you accomplished throughout the week. Ask yourself the following key questions:

• “What went well?”
• “What didn’t go so well?”
• “And what would I do differently next time?”

You can also perform this review on a daily or monthly basis to help you understand your actions and reset your intentions.

Reducing cognitive clutter throughout the day

You make more decisions than you think in a day. Notice when your mind feels overloaded. Take a moment to pause, clear your head, and refocus. You could take a quick walk, write down what’s on your mind, or simply sit quietly for a few moments.

Creating micro-boundaries for focus

Small boundaries can help you create big pockets of focus. Micro-boundaries might include:

• Turning off notifications for 30 minutes
• Closing your office door or working in a quiet room
• Letting colleagues know you’re temporarily unavailable

Taking time to create a supportive work environment allows for more focus and intention in your work.

How to choose the right productivity coach

Working with a productivity coach online for your needs is important for your success. Here’s what to keep an eye out for.

What to look for in a productivity coach?

Ultimately, this is someone you’ll work with for the foreeseable future. That’s why you want to make sure you’re a good match.

Personality

Ideally, you should work with someone who compliments your personality in a natural way. For instance, do your personalities mesh or work well with one another? Or do you tend to clash over the smallest detail?

You should be able to enjoy your coach’s company and work together in a supportive and enjoyable way. You’re investing time, resources, and energy into your coaching, so it’s important to find the right fit!

Experience

Everyone has different experiences and backgrounds in life. Fortunately, this can be of benefit to you when selecting a productivity coach. What type of experience do they have? Is it important to you that they have any certifications or degrees, or is this not an issue for you?

Are they well-regarded in their industry? What results have their clients achieved? Have they been in a similar situation to yours and become more productive? Or are they naturally skilled and have a talent for helping people increase their productivity? All of these questions are worth considering.

Approach

How does your coach approach productivity? For instance, are they focused on helping you improve your overall relationship towards productivity? Do they teach a certain productivity system?

Do they teach people how to use a particular piece of software or app? Or do they help people learn how to use different productivity methods?

There’s no one way to improve your productivity skills. But considering your coach’s approach can be a very important factor.

Offerings

What types of offerings does your productivity coach offer? Do they offer 1:1 private coaching packages where it’s just you and the coach for your sessions? How about group courses where there are many participants?

Do they offer consulting packages? If you’re interested in DIY solutions, do they offer books, eBooks, online courses, programs, workshops, or more you can do on your own time? These are all things that you should consider carefully.

Questions to ask before hiring

Wondering why people hesitate to hire a productivity coach for their needs? The more questions you ask, the better informed you’ll be. Here’s a few questions you can start with:

• How do you structure your coaching programs?
• What outcomes can I realistically expect?
• How do you support clients between sessions?
• What types of clients do you typically work with?

I suggest potential clients to bring their questions about productivity coaching to their strategy sessions. This way, I can have a thoughtful and fruitful conversation with them.

Why does a mindset-first productivity coach stands out?

As a productivity expert, I want my clients to receive massive value from our time spent together. Here’s a few reasons why I think a mindset-first productivity coach is different.

More sustainability

Mindset-first productivity helps you align your work habits with your natural preferences. This way, your workflow feels supportive, rather than draining. When you clear mental clutter and understand how you work, you can create systems that last.

Remember, the goal isn’t to power through tasks. It’s to build a system that actually works for you. This makes the productivity process more sustainable over time.

Less burnout

A mindset-first approach slows the pace of your work in a healthy way. It encourages you to make intentional choices instead of reacting to every demand. By managing your energy and taking breaks, you protect yourself from chronic overwhelm.

This can help you stay grounded during busy seasons and prevents the “work hard, crash later” cycle. It’s a more balanced, steady approach towards your business or career. As I remind my clients, you didn’t go into business or start your career for a day. You’re in it for months, years, and possibly decades, to come.

Greater long-term change

Mindset shifts stay with you long after a coaching program ends. This allows you to apply what you’ve learned to any area of your life. As you become more adept, skills like delegating, prioritizing, and managing your workload become more intuitive.

Keep in mind, these skills evolve with you as your responsibilities grow. Over time, productivity becomes something you practice naturally on a daily basis. It’s no longer something you force when you’re in a stressful situation or pressed for time.

DIY vs. working with a productivity coach

Can you make progress in your productivity levels by yourself? You certainly can.

But depending on your challenges with productivity, you may need additional help. Let’s take a look at this in detail.

What you can accomplish on your own

Here’s some things you can do right now to improve your productivity:

• Research new productivity tools
• Read books or blogs
• Listen to podcasts or webinars
• Buy a planner or calendar
• Download a productivity app
• Track your daily habits

Where people get stuck without coaching

The above items are a great starting point, but they have their limitations. In my experience, here’s where people tend to get stuck:

• Feeling overwhelmed by productivity tools
• Unsure as to which productivity system to use
• Procrastinating on tasks and assignments
• Losing motivation or consistency in projects
• Ignoring their existing work preferences
• Second-guessing their decisions in their work

Why outside perspective accelerates progress

A productivity coach can help you see things you’re unable to see on your own. They can help you:

• See patterns and habits you can’t see on your own
• Cut through overwhelm and frustration
• Prioritize effectively on a regular basis
• Stay accountable in your tasks, assignments, and projects
• Build systems that match your natural work style
• Celebrate your wins along the way, both big and small

The good news? It’s much easier and oftentimes faster to make progress when you don’t have to navigate the process alone.

10 practical steps to get started with productivity coaching

Here’s a few practical steps you can take right now to help you be more productive. And in case you’re wondering, I do use these same tips with my clients.

Start with one workflow

You can make great gains in your productivity levels by focusing on a challenging aspect of your work. How do you identify one? Think about a process, system, or routine that causes you frustration or annoyance.

Let’s say you always look up the steps to run an administrative report on your computer. To solve your problem, you could make a checklist of actionable steps, watch a video, or read a tutorial. You could also delegate the task to someone else.

Clarify your top priorities for the next 90 days

Take a moment to identify your top priorities your business and/or or personal life. What do you want to achieve over the next three months? Make a quick list of your priorities so it’s easy for you to visualize and understand them.

Having trouble coming up with ideas? Take a peek at your work calendar. Or, think about how you’d describe your goals to your best friend.

Track your energy, not just your time

Use a productivity journal, notebook, paper calendar, or app to track your overall energy levels throughout the day. Here’s what you’re going to do: you’re going to make a note of your energy at the top of every hour.

Use a simple ranking system of 1-5, where one is the lowest, and five is the highest. For instance, you might rank a level 1 right before lunchtime. And a level 5 when you arrive well-rested in the morning at work.

Track your energy for a few days to a week. You’ll start to see some patterns over the course of the morning, day, and evening.

Identify your “mental bottlenecks”

Ask yourself where you might be inadvertently holding yourself back from doing work. These bottlenecks might show up in what you think, what you say to others, and what you say to yourself.

Maybe you’re frustrated by scheduling time to plan in your business. Perhaps you blow situations out of proportion, by saying things like, “This 20-page report will take forever to finish!” These are all important areas to explore and question.

Simplify daily task lists

Most people create lists that are too long. Trim down your lists to only 3 to 5 tasks. You can use a tool like the Eisenhower Matrix to help you prioritize tasks.

Prioritizing what’s most important and urgent isn’t a waste of time. It ensures you’ll create the time and space to finish tasks. And that’s much better than letting them sit on a list for weeks!

Build anchor routines

Create small anchor routines to help you start and end your day. What’s one thing you can do when you wake? When you arrive at work or come home from work? Write down your anchor routines to see the steps that’ll help you reach your goals.

You can even block out routines in your calendar so they’re accounted for. Having these routines in place gives you space to plan and start your day productively, so nothing slips through the cracks.

Look for friction in your day

Where do things feel stressful or challenging in your daily routine? Maybe you didn’t leave enough travel time between appointments, or you didn’t have notes ready for a client call.

Jot down these trouble spots in a journal or app and pay attention to your recurring patterns. Once you know where friction spots appear, you can make adjustments, change your plans, or remove obstacles as necessary.

Create a calm workspace

Clear clutter from your desk or office, remove trash, return borrowed items, and archive old files. After tidying, give your space a proper cleaning. Take time to dust, vacuum, and wipe down surfaces.

A clean, organized workspace makes it easier to focus. It also helps you feel calmer while working. You may notice a marked difference in how you feel at the end of the work day.

Align tasks with natural rhythms

Match your tasks to your natural energy levels. For instance, if mornings are your most focused time for deep work, schedule planning, writing, or critical thinking tasks then.

Track how you feel throughout the day, week, or month to find patterns. You can then use these to plan your work more efficiently. Remember, working with your natural rhythm helps you get more done with less effort.

Seek supportive accountability

Productivity doesn’t exist in a vacuum. That’s why it’s important to gain some accountability for your work. Check in with yourself daily, even for a few minutes, to see if you’re on track.

You can also enlist a coach, mentor, or trusted colleague for accountability through meetings, emails, or texts. Support and accountability keeps you consistent and helps you to follow through with your carefully-created plans.

Ready to get started? Book a 30-min Strategy Session with me today.

Real client scenarios and transformations

Wondering how productivity coaching can help you? Here are two real-life case studies of clients of mine.

From lack of sleep to leading with confidence

“Jill” was a successful business owner and fully-booked trainer with an ever-growing wait list of 40 people, but was overwhelmed by her schedule, and stressed out by a backlog of administrative work.

She saw clients from morning until night, didn’t take meal breaks, and constantly said ‘yes’ to anything that came her way. She spent little time with her family and slept poorly, which left her utterly exhausted with huge bags under her eyes.

We worked together to upgrade her mindset from not having enough time, to having time be available to her. We also worked on her fully embracing and stepping into the role of her being the owner of her business, calendar, and schedule.

Today, she’s a different person. She radiates confidence, feels happier in her work, is well-rested, and spends more time with family. An impressive role model, her staff appreciates her newfound focus and guidance. What’s more, her kids even took notice and began declining invitations so they could have more time for themselves!

From doing productivity their way to defining her way

“Samantha” was a busy, frequent traveling, high-level executive at a Fortune 500 company. She initially came to me feeling overwhelmed. She needed help figuring out a better task management system to cover both her work and personal tasks.

She’d tried a variety of productivity systems, apps, and planners in the past. And she admitted she always thought she had to be super-organized and follow productivity tips to the letter in order to be successful in her work and life.

Together, we worked on identifying her work preferences and helping her find thoughtful ways to use them to her advantage. We created customized daily systems to help support her professional position and personal life. She learned to embrace planning, clearly identify her work challenges so she could adequately solve them, and how to effectively prioritize tasks.

As she later noted, “Rashelle really helped me improve my productivity mindset and taught me how to be productive in my own way. My favorite part about working with Rashelle was her calmness and meeting people where they are.”

How to work well with a productivity coach

Okay, so you know more about why you might want to work with a productivity coach.

What’s the best way to work with a productivity coach? Take it from a productivity expert herself!

Here’s my step-by-step process for working with a productivity coach, from booking that first getting-to-know-you call to celebrating your progress along the way.

Schedule a strategy session or discovery call

For me, setting up a strategy session is the first step in working with a coach. The idea here is to learn more about what they do, how they can help you, and to see if you’re a good match for one another.

For instance, I offer strategy sessions for my potential clients so they can get to know me better, tell me more about their current challenges, and to see if we’re a good fit.

To get started in setting up your call, you can do research online, visit a coach’s website, contact them via social media, phone, or email. Simply setting up that call can be an important step towards your future success.

Clearly describe your goals and desires

Many people say they want to be more productive. In my professional experience, that’s just the symptom of the problem. As a productivity coach, I often work with clients to uncover their true desires and goals.

It’s important to let your productivity coach know about your goals and desires. Doing so will help them formulate a plan to help move you closer to those desires.

If you don’t clearly describe what you want, it will be more difficult for them to coach you towards your goals.

And if you’re unsure about your goals, don’t worry! Your coach can work with you, ask you questions, and help you better articulate what it is you do want.

For example, I have a relaxed casual conversation in my strategy sessions with potential clients. I ask a lot of questions to better understand my potential clients’ needs, wants, and desires.

Ask lots of thoughtful questions

Your curiosity and thoughts are part of the coaching process. If anything, asking thoughtful questions can open up a good dialogue between you and your coach. Even if you think a question seems silly or obvious, don’t be afraid. Go ahead and ask it anyway!

Questions like, “What key areas do you think I should focus on improving?” or “Where am I not seeing the complete picture in my work?” are good for the initial strategy session.

Likewise, ask questions such as, “Where do you see me in my progress?,” “What are some strengths of mine that I’m currently not seeing?” Other options include, “Where am I missing opportunities in my work?,” or “What’s something I might consider letting go of or reducing?” These are good questions to ask once you’ve officially started working with one another.

Schedule time with your productivity coach

Working with a productivity coach requires time and energy. Now, this doesn’t necessarily mean that you will need to spend multiple hours per week working side-by-side with your coach.

But, simply adding your sessions to your calendar or schedule is a good first start. Another thing you can do is to set aside some self-reflection time for yourself. This gives you time to think about your recent session.

You can note what you learned, observed, or noticed. You can also note what you’d like to do differently in future. This need not take long. Even 10 minutes of reflection time can provide value to you and your coaching.

Be honest with your productivity coach

Your coach cannot help you if you’re telling wild tales about how you magically did the work of five people in one day! If they don’t know the real problem, then they can’t help you find a practical solution.

Here’s an example for you. I once worked with a client who was only telling me part of the story in her highly successful business. She thought there was an issue in her business that was holding her back from successfully serving her clients.

But as we talked and uncovered her concerns, it became clear that what was really holding her back was a personal issue. She successfully dealt with that personal issue and was able to be more productive in her business.

As you can see, this type of situation can be a frustrating on for both parties. So, moral of the story, be honest. Doing so will ultimately help you in the long run. You owe it to yourself to be honest for your own sake.

Consider putting some activities on the back burner

You’ll be spending a good amount of time with your coach. That being said, you’ll want have sufficient time to attend and make the most out of your coaching investment.

What if your schedule is already very busy and you have additional voluntary activities on your calendar? Then you may want to consider limiting your voluntary activities. In some cases, you may wish to temporarily cut back on or reduce the amount of hours spent in these extracurricular activities.

This allows you to have the time and energy needed to work with your coach. You may also consider pushing back the start date of any new activities. This is so you can get into a regular routine in your coaching.

Of course, deciding whether to postpone or delay your participation in activities will ultimately come down to you. However, you may wish to discuss your options with your coach for their perspective.

Keep a journal of your notes or progress

Keeping track of your coaching progress can be helpful. Why? Because it can show you just how much you’ve changed over the course of several days, weeks, and months.

A simple notebook can be useful because it forces you to be present and reflect upon your day.

Taking time to journal your thoughts, ideas, and experiences at the end of the day can be helpful. Even if you only spend 10 minutes writing down your progress daily, that’s 10 minutes of progress noted!

Another benefit in taking notes is that it allows you to revisit past entries. You can see how you changed your mindset and approach to your work.

Celebrate your accomplishments

Lastly, one of the joys of being a productivity coach is celebrating my clients’ wins with them. And these don’t have to be big wins either.

Small wins matter. This can be as simple as saying “no” to an unsolicited request to having a relaxing dinner with family on a Tuesday evening without being disturbed. Or, it could mean getting a good night’s rest.

Every accomplishment, no matter how small, means you’re moving one step closer in improving your productivity overall.

Besides, it’s always fun to recognize and celebrate one’s progress!

Working with a productivity coach next steps

If you’re ready to work with a productivity coach, then it’s time to seize the day! Take action right away on the following.

Do some online research

Do some online research to find potential productivity coaches for your needs. This first step is key because you’re learning about different coaches and their approach. Visit their website, read articles, watch presentations, and listen to podcasts. Follow them on social media, signup for their newsletter, and learn how they work.

Book your strategy session

Next, you’ll want to book your strategy session with your productivity coaches of choice. Carefully answer the questions on the intake form. Be sure to choose a day and time that works best for your schedule. You want to have plenty of time to meet comfortably with your potential coach. And don’t forget to schedule your session into your calendar so you don’t miss it.

Hold your strategy session

It’s time to hold your strategy session. Remember, it’s important to show up on time for your session. Be ready to honestly and openly discuss your current productivity challenges and concerns. Bring your questions, if you have any. You’ll have a conversation with your potential coach and learn more about how they work and how they can help you.

Start seeing results

Finally, you’ll begin your online sessions with your productivity coach and track your progress with real, actionable steps. You’ll start to notice changes in how you think about, show up to, and approach your work and productivity in general

Book your private Strategy Session with me today and start reclaiming your focus, time, and energy.

FAQ: Productivity coach beginner’s guide

Conclusion

Productivity isn’t about doing more; it’s about doing what matters most with clarity, intention, and confidence. A productivity coach helps you create sustainable systems, meaningful habits, and a calmer, more organized way of living and working.

If you want a small first step, download my free Productivity Mindset Planner™ to start your day with clarity instead of pressure. And if you’re ready to reduce overwhelm, the next step is easy, book a Strategy Session with me to begin your coaching journey.

Read more:

• What is a Productivity Coach? (And How to Work with One)
• Looking for Personalized Productivity Coaching? Here’s How a Coach Helps Entrepreneurs Thrive
• The Best Productivity Coaching Services: How Entrepreneurs Can Maximize Time and Results

Rashelle Isip Productivity Coach and Founder of The Order Expert®

Rashelle Isip is a New York City-based productivity coach, consultant, and founder of The Order Expert®. With over 15 years of experience, she helps entrepreneurs and executives replace the "hustle and grind" mindset with one of "ease and flow." Rashelle is a former contributing columnist for Inc.com and Lifehack.org, and has been featured in Fast Company, Forbes, NBC News, The Washington Post, and NPR. She is the author of four books, including The Order Expert’s Guide to Time Management. When not helping clients master their schedules, she enjoys scouting for practical, well-designed office supplies. Learn more at TheOrderExpert.com.

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Productivity coaching Mindset-driven productivity Work-life balance Organization systems Productivity for entrepreneurs Time management